10 Signs You Are Spending Too Much Time Hiring

Posted by Bradley Metz on 11/29/17 3:25 PM

In Hiring Tips, Client Tips, Management, invertiew

There is no single, readily discernible cause for an extensive hiring process; however on the most fundamental level, a lag in the hiring process signals that there are more job openings than there are applicants to fill them. In eye care especially, where the candidate pool is intimate and limited, you cannot afford to drag the hiring process on longer than it already has to be.

If you are finding yourself behind in your hiring, constantly playing catch up, you are likely spending too much time hiring and losing production and revenue as a result. While we have already put together a  free 27-page interview guide for you to master your interview skills, let's take a look at 10 signs that indicate you may be spending too much of your time hiring.

There's just too many resumes...

How often do you find yourself a couple days behind on reviewing resumes? Becoming inundated with resumes is something we are all too familiar with (We literally sort through thousands of resumes a day. You wouldn't believe the amount of nurses that think they are a good fit for an Optometrist career)... When we fall behind on reviewing resumes, we fall behind on contacting the candidates and bringing them in for an interview. The longer you wait to make the initial contact, the greater the chances are that your favorite candidate has already interviewed and accepted another offer.While you don't want to be idle waiting for resumes to come in, an ideal place to be is in the middle; a healthy amount of relevant candidates. Your time should be spent on growing your business; not sorting through hundreds of resumes.

You experience difficulty establishing contact with your candidates

Contacting candidates about your career opportunity can become challenging. If you are having difficulty establishing contact with your candidates, there are a few things to keep in mind. Candidates that apply directly to your career are called active candidates and they are always applying to careers. A good number of them will be under qualified and the few that are qualified will have accepted offers in a matter of days.

It is important to establish communication as soon as a candidate applies to begin the hiring process so that you have a realistic opportunity to capture their attention. Once a couple days have passed, you have likely missed out on that candidate. Spending your time contacting candidates that are already negotiating other offers because you took to long to contact them is inefficient and frustrating and a sign that you need to revisit your hiring process.

You are working extra hours to keep up

Maintaining a work/life balance is something I cannot stress enough. There are a lot of nuances to the hiring process and often times you just dont have time to take care of them all, hindering your hiring process. You have to identify your ideal candidate, write your job description in an effective manner, post to your job boards (the right boards, and all of them), manage resumes, candidates, schedule interviews, PERFORM interviews, validate employment, check personal and professional references and negotiate an offer that is both fair to the employee and in agreement with your pay scale. Effective hiring is a long, tiring process and often times after all of your effort you still are left with holes to be filled. Working extra hours to keep up is a sure sign that you are spending too much time doing your own hiring. 

Too many interviews without success

As hiring managers our goal is to make a hire, not fill interview slots. If you are finding you and your team are going through interview after interview without making a hire, you may need to revisit your screening process. imatters gets to know our clients and their needs well. After our initial consultation about your career opportunity, imatters dynamically develops the screening process by analyzing your interview feedback. After each interview we find the good, the bad and the ugly and refine how we screen your candidates. Your time is best spent on improving quality of interviews, not quantity.

You are unsure of exactly what you need

Often times there is a gap between the hiring profile, whether written out or in mind, and who actually needs to be hired. We have learned that beyond the technical aspects of the job, there is often more to be said. It is not all that uncommon for me to get a call from a hiring manager detailing their career that goes on for much more than what would be written in a job description. It is important to define beyond the job description what you will need from the candidate.

imatters helps our clients dig into the mission of the job, the intended outcomes the position will be responsible for and the type of culture the manager is trying to build in order to create a high level image of what the ideal candidate will look like.

Candidates accept other offers before yours

You interviewed the candidate. Twice. You've decided you are going to move forward with making an offer. You write the offer, present it to the candidate, but you hear back days later that they have accepted another position.

If you are finding that candidates you are interested in are already accepting other offers, whether it is because you are behind on resumes or didn't have time to call and maintain communication when you put their resume aside, you are spending too much time in other areas of your process. This is arguably the most important stage of the hiring process and as soon as you decide you have a potential candidate, you need to be establishing and maintaining contact. It will be a deciding factor on whether or not your preferred candidate will work for you or your competitor.

(Recruiter's Tip: If you are negotiating in house, falling a bit behind or just taking longer than you expected to make a decision, keep the candidate in the loop. If they do get another offer they will be able to make a decision knowing you have an offer following up shortly.)

You are experiencing high turnover

High turnover can be an indication of many things. Anything from poor culture and working conditions to unrealistic or unmanaged expectations of the employee can cause high staff turnover. Spending too much time on an ineffective hiring solution is one of the leading causes of staff turnover. An ineffective hiring solution will bring about low quality candidates while putting undue burden on your team. Having a good idea about what your employee needs are as well as implementing a sound hiring process will keep your team full, productive and will relieve stress of those that have to pick up when there are positions being filled.

Fewer and fewer candidates are applying 

A long winded and inefficient hiring process can wreak havoc on an employer's reputation. Once word is out that an employer gives its potential candidates the run around and has a poorly organized interviewing process, candidates will be much less likely to want to chat about your opportunity. Our industry is a small one and once an employer gains a negative reputation, it's very hard to shake that image.

You are losing revenue and productivity

A big and often looked over sign you are spending too much time hiring. The loss adds up from multiple sources and unless you are directly aware of how you are spending your time and allocating your dollars, costs due to an inefficient hiring process far outweigh that of bringin in outside help. This loss can come from being short on staff, overtime hours for those covering shifts, loss of morale due to working on a short staffed team, etc. Keeping your team full and maintaining an efficient hiring process will prevent you from losing time in your day playing catch-up and will keep your team productive while not being over-stressed.

Small team growing fast

It's not your job to reinvent the wheel. That's why you don't do everything in the office. You understand that there are professionals trained to do a specific job. If your team is in a growth phase and you need to fill in new positions quick, you may not have enough time to conduct an efficient hiring process on top of everything else you are expected to do. In this situation it is common for businesses to bring in outside help. Often times it is less costly to bring on a 3rd party to help with hiring once you factor in your time, staff turnover and the time you are without your needed employee. On top of all that, you get to take advantage of the guaranteed success of a candidate.

It’s tempting to bring someone — anyone – on board when workloads are piling up, and your employees are unable to absorb even one more task. But desperation can easily lead to bad (and costly) hiring decisions. If you are falling victim to any of these 10 signs, it's time to improve your hiring process. In fact, we've got advisors waiting on call for your free hiring consultation. Don't be shy, give us a call to see how we can help!

Lastly, I urge you to start thinking about your future hiring needs now. You can’t wait to start the hiring process until there is an immediate need to fill a position; that's where you will find your self playing catch-up. With imatters, we will help you establish and maintain a talent pipeline that consists of candidates who could be a good fit for positions that open up in the future. Keep in touch with candidates who you liked but did not hire. Being proactive now can help you to shorten your hiring cycle next time around.